Laughing all the Way to Work

DECEMBER 13, 2012

I was at a recent IAAP Chapter meeting and we were discussing best practices for organizing our Inboxes and there were a lot of good ideas. I named the folder _TO DO so it files right under my Inbox and therefore is very noticeable. Now my Outlook is very organized and easy to use. The bottom line is to keep it simple.

IAAP 100

IAAP Filing Email UPS 100

Laughing all the Way to Work

DECEMBER 28, 2015

Organizing the desktop - I also like to have a clear desk with things I need in easy reach such as a stapler, staple remover, tape and some paper clips. On-line housecleaning - It is also very important to make yourself at home in your online files, but also to do some clean up. Anything to put a smile on your face is good.

Staples 100

Staples Holidays Agenda Filing 100

Laughing all the Way to Work

APRIL 2, 2008

In one interview, the person interviewing me said he needed his filing done on a daily basis as many people were using the files and it was important to have all the information up to date. This was mentioned a few times in the interview so I knew it was important and when I got the job I made sure to do my filing every day.

Filing 100

Filing Interviewing Fax Confidence 100

Laughing all the Way to Work

DECEMBER 17, 2008

Here are the top qualities that an assistant must have: Be organized. Can I say that again – BE ORGANIZED! An assistant’s job is to organize the boss and in order to do that we must be organized ourselves. .© Copyright Patricia Robb 2010 17 December, 2008 Anyone can be an Administrative Assistant, right?

Time Zones 100

Time Zones Filing IAAP 2008 100

Laughing all the Way to Work

JUNE 13, 2011

I write on each item whatever direction he gives me and then when I am back at my desk I complete the tasks, whether it is forwarding correspondence to someone to draft a reply, filing or replying on his behalf to an email. I call it the CEO folder. I am still more comfortable with writing it down, but you have to do what works best for you.

Agenda 100

Agenda Calendars Filing Email 100

Laughing all the Way to Work

JULY 15, 2008

My mind is already planning the next Board meeting and how I will organize my desk and the filing at the new place. I want all my filing to be up to date and my desk to be neat and tidy. Filing - We all have filing to do and when you are leaving it is even more important to get it done. Update your filing list.

Filing 100

Filing Calendars Staples Forms 100

Laughing all the Way to Work

NOVEMBER 24, 2007

“Metadata risks Microsoft Office files include metadata beyond their printable content, such as the original author's name, the creation date of the document, and the amount of time spent editing it. Some of Microsoft Office document's metadata can be seen by clicking File then Properties from the program's menu. Read it and act on it!

Microsoft Word 100

Microsoft Word 2007 Filing Medical 100

Laughing all the Way to Work

SEPTEMBER 27, 2010

Now it is even easier to use with professional looking labels for use on your files, organizing the supply cabinet or in a publication room to put labels so you can easily find what you are looking for. I recall one of the secretaries in our department created a sign-up sheet to use it, but also to ensure we got it back.

Filing 100

Filing UPS 100

Laughing all the Way to Work

JULY 30, 2008

As a secretary I typed letters, answered the phone and did the filing. An executive assistant does this and more, including taking minutes and organizing board meetings. In the past the Administrative Assistant was the face and voice of the organization to anyone who called or visited the office.

Assertiveness 100

Assertiveness Keyboards Filing Administrative Professionals 100

Laughing all the Way to Work

APRIL 29, 2008

Use a drawer organizer so you can separate items and make things neat. This is a good time to close out old files and fix up some of the current ones. Organize your document management system creating folders and subfolders to organize things better. Do the same with Outlook.

Filing 100

Filing Management UPS 100

Laughing all the Way to Work

AUGUST 31, 2008

I usually put a subfolder in my project file for the to-do list, or if it is a small project, I staple it to the inside of the folder. I have always found the to-do list to be a great tool to keep myself organized, but recently have found when working with someone else, it helps us to work as a team and to follow up on items.

Management 100

Management Staples Filing Forms 100

Laughing all the Way to Work

APRIL 19, 2008

I was creating some organization charts for my boss and noticed that the secretary was listed beside the director of our department. The organization chart gave me a different view of what I did. The first time I realized the importance of our job was when I was working as a young secretary in my first job.

Administrative Professionals 100

Administrative Professionals Legal Holidays Filing 100

Laughing all the Way to Work

MAY 28, 2008

This of course does not take into consideration that most assistants today work for more than one boss. Now, do you still think I have time to chat?

Fax 100

Fax Phones Expenses Filing 100

Laughing all the Way to Work

OCTOBER 2, 2007

When I am given work by either of my bosses I have gotten into the habit of asking them when they need their task completed, then I can prioritize my workload and organize my day better. I organize my desk in such a way so that I can accomodate both their needs. Here is a related article 1 Juggle your work for multiple bosses.

IAAP 100

IAAP 2007 Calendars 2006 100

Laughing all the Way to Work

JULY 9, 2008

Organizing someone else’s calendar can be challenging. For instance, if I am planning a meeting with a client, I will type the client file number in the categories section. It involves communicating what you have scheduled, and in most cases without direct contact with the person you are scheduling appointments for.

Calendars 100

Calendars 2008 Filing Confidence 100

Laughing all the Way to Work

FEBRUARY 13, 2008

I was working for a government organization and there were news reports that the public sector were in for some big layoffs due to downsizing. I was used to listing all my duties on my resume: maintaining a filing system, answering the telephone, typing correspondence, etc. The rumour mill was in full swing at work.

Resume 100

Resume 2004 Legal Medical 100

Laughing all the Way to Work

OCTOBER 10, 2008

The argument could be said that the role of the assistant is to assist and keep your boss organized so we shouldnt complain when we have to do it. I have found the best way to cope is to keep yourself organized. Keep an organized filing system and file list. Remind them verbally as well when you meet with them.

Time Zones 100

Time Zones IAAP 2008 International 100

Laughing all the Way to Work

SEPTEMBER 11, 2011

Emails: Emails are sent so quickly that they are often the source of much embarassment if we press Send and send an email to the whole organization about a personal matter or to the person you are referring to in the text of the email. Using spell check and then reading it over for accuracy should be done in email as well.

Email 100

Email Filing Confidence Google 100

Laughing all the Way to Work

JULY 20, 2008

Most executives I know want the help and this would be a great way of organizing them. A simple system is best as they are normally on the move and cannot take the time to figure out elaborate filing systems. It is a good idea to have that discussion with your boss before trying to organize their Inbox.

2007 100

2007 Clothes Management Filing 100

Laughing all the Way to Work

OCTOBER 8, 2007

She writes on the index card what she needs to do that day or a file she needs to bring-forward and she checks the box each day. Please see my earlier article on Getting organized and staying that way (August) for more tips on organizing your desk.

Fax 100

Fax Forms 2007 Email 100

Laughing all the Way to Work

DECEMBER 30, 2007

We need to open new administrative files for 2008. I also received a Get Organized Now e-Newsletter and I thought I would pass an article from it on to you at this time of resolutions and reflection. If you are interested in subscribing to the Get Organized Now e-Newsletter, please click here. 1 Resolutions and Reflection!

2008 100

2008 2007 IAAP Email 100

Laughing all the Way to Work

MARCH 18, 2008

How are your planning and organization skills? · This includes courses and training programs and would also be a good place to put your involvement in your professional organization. In some organizations raises are tied to how well you do. · Do you show leadership skills? · Do you demonstrate the required skills for the job? ·

Forms 100

Forms Goals Skills Equipment 100

Laughing all the Way to Work

SEPTEMBER 19, 2008

© Copyright Patricia Robb 2010 19 September, 2008 Using a Bring-Forward System to Help Organize Your Boss Of all the articles I have written, the one I wrote on the bring-forward system by far gets the most views. As an Executive Assistant to a busy CEO, I have to organize my boss and I needed a bring-forward system to meet his needs.

Time Zones 100

Time Zones 2008 IAAP Calendars 100

Laughing all the Way to Work

FEBRUARY 10, 2008

just to see her take on organizing files!) Jenna Fischer as Pam Beesly, on The Office Movies Dianne Wiest - Movie- “The Associate” (An all time favorite character representing our profession. If you haven't seen this movie. Anne Hathaway- as Andy Sachs in “The Devil Wears Prada” - Who hasn’t been snide to a temp?

Temping 100

Temping 2008 Filing 100

Laughing all the Way to Work

DECEMBER 19, 2009

© Copyright Patricia Robb 2010 19 December, 2009 Meetings Plus: Taking them offline I organize a lot of meetings in a day, week, month; heck, even into next year. When a meeting is finalized, I put the scheduling sheet in a completed file. Lets enjoy our day together.© So how do I keep them all straight? 5, 2010 at 12 p.m.

Time Zones 100

Time Zones IAAP International Meeting Minutes 100

Laughing all the Way to Work

JANUARY 31, 2008

It used to be when our bosses were away it was a time for us to catch up on our filing, take messages and pass on any urgent requests that needed to be handled in their absence. The ability to be organized has taken on a whole new meaning for the assistant as we turn our attention to helping our professionals cope.

Filing 100

Filing 2007 Calendars Stress 100

Laughing all the Way to Work

MARCH 15, 2009

© Copyright Patricia Robb 2010 15 March, 2009 When you need it later: The Bring-Forward System My boss likes me to keep him organized and the way I do that is to have a system to bring forward items, which I then bring to his attention when he needs to see it. Lets enjoy our day together.© March 16, 2009 Patricia Robb said.

Time Zones 100

Time Zones IAAP International Meeting Minutes 100

Laughing all the Way to Work

JANUARY 13, 2009

In some organizations raises are tied to how well you do and it is also a record that is kept on your personnel file. Normally, I put something about needing to get my filing system up to date, but I think I may have missed the point when I have done that. I never know what to put down.

Time Zones 100

Time Zones IAAP 2009 International 100

Laughing all the Way to Work

OCTOBER 11, 2009

There are some assistants however who enjoy the organizing and the business of being an administrative or executive assistant and they are good at their job and get great satisfaction in what they do. They dont want to change their career and that is all right too.

Time Zones 100

Time Zones IAAP 2009 International 100

Laughing all the Way to Work

AUGUST 29, 2009

Get any files they may need as a result of the e-mail correspondence. Going through some major organizing and filing here at our office and this is another 'a propos' topic that hits home. If you have the proper access to your boss’s e-mail account you can reply on their behalf and it will appear in the From line.

Management 100

Management Time Zones IAAP International 100

Laughing all the Way to Work

DECEMBER 12, 2009

This can be as simple as having hanging file folders marked from January to December and then you just put items in the appropriate month that you need to bring forward for your boss. Some organizations like you to list the attachments, i.e. Enclosure: 2008 Annual Report. As you have discovered half the battle is getting organized.

Time Zones 100

Time Zones IAAP International 2009 100

Laughing all the Way to Work

FEBRUARY 26, 2012

I recall as a young woman working for a large mostly male organization in the late 70s, it was just an expected thing that you would get your bum pinched while walking by someone's desk or have sexual remarks made about you. I think men probably experience it as well, but it is not reported as often.

2002 100

2002 Filing Environment Management 100